How to Schedule Emails in Outlook: 7 Effective Strategies

Created On:
October 31, 2023
Updated On:
June 3, 2024
How to schedule emails in outlook

It’s all about timing in email marketing and email outreach. The moment you hit "send" can be the difference between your message going unnoticed and getting a reply. 

Imagine having the ability to send your emails precisely when your recipients are most receptive. That's what is an email scheduler feature. In this article, I am talking about the art of scheduling emails in Outlook, a powerful feature that can supercharge your email game. 

You'll find step-by-step instructions, along with seven time management strategies, to maximize your email scheduling potential. And for those considering bulk cold emails, you’ll find a more efficient alternative. 

Let’s get started on how to schedule emails in Outlook. 

How to Schedule Emails in Outlook

Scheduling emails in Outlook is an easy way to ensure your messages reach recipients at the right moment. Whether it's for reminders, follow-ups, or simply sending messages at a later time, you do it all using the email scheduler for Outlook. 

However, if you want to schedule 1000s of bulk cold emails, I recommend using an AI-based software like Smartlead

Here's a step-by-step guide to scheduling emails in Outlook:

Compose a New Email

  • Start by logging into your Outlook account.
  • Click the "New Email" option to compose a new message.
  • Fill in the subject line, compose the email content, and add recipient(s) as you usually would.

Find the 'Delay Delivery' Option

  • Once you've crafted your email, it's time to access the 'Delay Delivery' feature for scheduling.
  • Click on the "Options" button on the header menu of your email composition window.

Set the Delivery Date and Time

  • After selecting "Delay Delivery," a popup window will appear on your screen.
  • Check the "Do not deliver before" checkbox in the "Delivery Options" section, .
  • Next, choose the specific date and time for your email to be sent to the recipient(s).

Click on Send to Schedule

  • With the date and time set to your preference, close the popup window.
  • Click the "Send" option/button to schedule your email in Outlook.
  • Your scheduled email will be saved in the Outbox folder, and Outlook will automatically send it at the specified date and time.

That’s it. This was the process of scheduling emails in Outlook

7 Time Management Strategies for Scheduling Emails in Outlook

“Delay delivery” in Outlook is a powerful feature for optimizing your time and ensuring your email messages reach recipients' inboxes when they are most likely to engage with them. Here are seven time management strategies to make the most of this feature:

#1 Prioritize and Batch Your Emails

Before scheduling emails, organize your inbox. Prioritize messages based on importance and urgency. Batch similar tasks together, such as scheduling follow-ups, to save significant time and streamline your email management.

#2 Set Clear Objectives

Define the purpose of each email you schedule. Whether it's a meeting request, follow-up, or reminder, knowing the intended outcome helps you allocate the right time and set appropriate delivery schedules.

#3 Use the 'Delay Delivery' Wisely

Don't overcomplicate your scheduling. Reserve this feature for essential messages that need careful timing, like international communications or reminders for time-sensitive tasks. Avoid scheduling every email; instead, rely on your inbox's regular send options when appropriate.

If you want to send bulk emails to cold leads in different time zones, the Outlook email scheduler might not be the right choice. For that, use a cold emailing tool such as Smartlead that prioritizes these requirements. 

#4 Leverage Time Zones

If your recipients are in different time zones, adjust your email delivery times to match their work hours. This ensures that your messages land in their inbox when they're most likely to see and respond to them.

#5 Avoid Overloading Recipients

Respect your recipients' inboxes by spreading out your scheduled emails. Sending a barrage of messages at once can be overwhelming and counterproductive. Space out your communication to maintain a healthy email relationship.

#6 Use Recurrence for Routine Tasks

For repetitive emails, like weekly reports or monthly newsletters, take advantage of the "Recurring" scheduling option. This eliminates the need to set up the same email repeatedly, saving you time and reducing the risk of oversight.

#7 Combine Scheduling with Other Time Management Tools

Integrate your Outlook scheduling with other time management tools, such as calendars and task lists. This ensures that your scheduled emails align with your broader time management goals and priorities.

By implementing these strategies, you can maximize the benefits of scheduling emails in Outlook. It not only saves you time but also enhances the efficiency and impact of your email communications, ultimately contributing to your overall productivity.

Benefits of Scheduling Emails in Outlook

Scheduling emails in Outlook can yield several benefits. It allows you to send emails at optimal times, ensuring your recipients are more likely to read and respond to them. If you're dealing with people in different time zones, scheduling emails can ensure they receive your message during their working hours. Additionally, it can help you manage your workload more efficiently by allowing you to write and schedule emails when it suits you best.

Troubleshooting Common Issues with Outlook Email Scheduling

Sometimes, you might run into issues when scheduling emails in Outlook. This could be due to a variety of factors, such as incorrect time zone settings or connectivity issues. In such cases, it's advisable to check your settings, ensure your device is connected to the internet, and try rescheduling the email.

Best Practices for Organising Scheduled Emails in Outlook

To keep your scheduled emails organized in Outlook, consider using folders and categories. You can create a separate folder for your scheduled emails to easily keep track of them. You can also use categories to group related emails together.

How to Remove the Email Delay and Send Emails

If you've scheduled an email but then decide you want to send it immediately, you can do so by going to your Outbox, opening the email, and clicking "Send". The email will be sent right away, overriding the previously scheduled sending time.

How to Delay an Email in Outlook?

To delay an email in Outlook, compose your email as usual, then click on the "Options" tab. From there, select "Delay Delivery" and set the date and time you want the email to be sent.

Conclusion: Schedule Emails in Bulk Using Smartlead

In the world of email marketing and outreach, timing is everything. The ability to send your messages when your recipients are most receptive can make all the difference. You can follow the above instructions to schedule email sent time on Outlook. 

But when it comes to sending bulk cold emails to diverse time zones and ensuring maximum engagement, Outlook may not be the ideal choice. That's where Smartlead, an AI-based software, steps in as a more efficient alternative.

By using Smartlead, you can schedule your emails for optimum results, reaching your target audience at the right moment. This not only increases engagement and response rates but also streamlines your email outreach efforts. So, if you're serious about making the most of your email campaigns, consider the smart approach with Smartlead and take your email marketing to the next level.

Frequently Asked Questions

1. What is the outlook addon for scheduling emails?

Outlook doesn't require an addon for scheduling emails. The feature is built-in and can be found under the "Options" tab when composing an email.

2. How do I send a delayed email in Outlook?

To send a delayed email in Outlook, write your email as usual, then click on the "Options" tab. Select "Delay Delivery" and set the date and time you want the email to be sent.

3. How do I find and use the 'Delay Delivery' option in Outlook?

The 'Delay Delivery' option can be found under the 'Options' tab when composing an email in Outlook. After clicking it, you can set the date and time you wish your email to be sent.

4. Can I schedule recurring emails in Outlook for regular tasks like weekly updates?

Yes, Outlook allows you to schedule recurring emails using the "Recurring Email" option. This can be useful for regular tasks like sending weekly updates.

5. Is it possible to see a list of all my scheduled emails in Outlook?

Yes, you can see a list of all your scheduled emails in your Outbox.

6. Does Outlook allow scheduling emails on both the desktop app and the web version?

Yes, Outlook supports email scheduling on both the desktop app and the web version.

What’s a Rich Text element?

The rich text element allows you to create and format headings, paragraphs, blockquotes, images, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.

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Static and dynamic content editing

A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!

How to customize formatting for each rich text

Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.

Author’s Details

Rajnish Das

Rajnish Das is an in-house writer at SmartWriter and SmartLead. She writes product-oriented, data-driven content for B2B SaaS audiences and educates them on marketing and sales topics. Her expertise includes outbound marketing techniques like cold emailing and LinkedIn outreach.


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Smartlead's cold email outreach tool helps businesses scale their outreach efforts seamlessly. With unlimited mailboxes, fully automated email warmup functionality, a multi-channel infrastructure, and a user-friendly unibox, it empowers users to manage their entire revenue cycle in one place. Whether you're looking to streamline cold email campaigns with automated email warmups, personalization fields, automated mailbox rotation, easy integrations, and spintax, improve productivity, or enhance scalability with subsequences based on lead’s intentions, automated replies, and full white-label experience, our cold email tool implifies it in a single solution.

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Our "unlimited mailboxes" feature allows you to expand your email communications without restrictions imposed by a mailbox limit. This means you won't be constrained by artificial caps on the number of mailboxes you can connect and use. This feature makes Smartlead the best cold email software and empowers you to reach a wider audience, engage with more potential customers, and manage diverse email campaigns effectively.

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The "unibox" is one of the unique features of Smartlead cold email outreach tool, and it's a game-changer when it comes to managing your revenue cycle. The master inbox or the unibox consolidates all your outreach channels, responses, sales follow-ups, and conversions into one centralized, user-friendly mailbox.

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How does Smartlead ensure my emails don't land in the spam folder?

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Smartlead, the best cold email marketing tool, ensures your emails reach the intended recipients' primary inbox rather than the spam folder. 

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This flexibility empowers you to diversify your cold email outreach efforts, connect with your audience through various communication channels, and increase your chances of conversion. Whether email, social media, SMS, or other communication methods, Smartlead's multi-channel capabilities ensure you can choose the channels that best align with your outreach strategy and business goals. This way, you can engage with your prospects effectively and maximize the impact of your email outreach.

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Do you provide me with lead sources?

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1. Unlimited Mailboxes: In contrast to platforms that limit mailbox usage, Smartlead provides unlimited mailboxes. This means you can expand your outreach without any arbitrary constraints.

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5. Multi-Channel Emphasis: Smartlead places a strong emphasis on multi-channel outreach. You can reach your prospects where they are with the LinkedIn outreach feature.   With Smartlead’s cold email automation software, you're always one step ahead in your outreach efforts, enjoying the freedom to scale your initiatives and seamlessly integrate with other tools—all while maintaining a focus on maximizing the impact of your outreach.

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Ensuring the security of your data is Smartlead's utmost priority. We implement robust encryption methods and stringent security measures to guarantee the continuous protection of your information. Your data's safety is paramount to us, and we are always dedicated to upholding the highest standards of security.

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